Integrated Cloud Environment Bates Stamping User s Guide

Transcription

1 Integrated Cloud Environment Bates Stamping User s Guide 2017 RICOH USA, INC. R I C O H U S A, I N C

2 It is the reader's responsibility when discussing the information contained this document to maintain a level of confidentiality that is in the best interest of Ricoh Americas Corporation and its member companies. NO PART OF THIS DOCUMENT MAY BE REPRODUCED IN ANY FASHION AND/OR DISTRIBUTED WITHOUT THE PRIOR PERMISSION OF RICOH AMERICAS CORPORATION. All product names, partner s brands and their products, domain names or product illustrations, including desktop images used in this document are trademarks, registered trademarks or the property of their respective holders and should be noted as such. Any trademark or registered trademark found in this support manual is used in an informational or editorial fashion only and for the benefit of such companies. No such use, or the use of any trade name, or web site is intended to convey endorsement or other affiliation with Ricoh products. Copyright 2017 RICOH USA, INC R I C O H U S A, I N C

3 R I C O H U S A, I N C

4 Table of Contents Table of Contents Preface Introduction Bates Stamping Non Smart Operation Panel Devices Bates Stamping Smart Operation Panel Bates Stamping Smart Operation Panel Screens and Operations Appendix Scan File Name Messages related to Scanning Bates Stamping Application Limitations Notes:...23 R I C O H U S A, I N C Page 1

5 1 Preface This guide provides the details on how to use the Integrated Cloud Environment Bates Stamping Application on Ricoh MFPs. About This Guide This guide is divided into three primary sections: 1. Introduction This section lays the foundation for understanding the Integrated Cloud Environment, and related application. 2. Operation of Bates Stamping Integrated Cloud Environment Applications This section contains step-by-step instructions on how to scan documents using the Integrated Cloud Environment Bates Stamping application. 4. Appendix This section contains additional reference materials. Note: The operation panel screen shot images provided in this document are for illustrative purposes only. These images may not reflect the exact image you experience on your multi-functional printer (MFP device). R I C O H U S A, I N C Page 2

6 This page intentionally left blank to allow for duplex printing. R I C O H U S A, I N C Page 3

7 2 Introduction What is Integrated Cloud Environment? The Integrated Cloud Environment is a collection of Web applications running within the Ricoh Cloud. An appropriate MFP device, with Browser Unit, is used to access these web applications. These web applications provide various document management services, like Scanning, OCR, Cloud Printing, and connectivity to popular document storage services. Application Application ICON Feature Description Bates Stamping Bates Stamping allows you to stamp based on various settings and also split large file sizes as selected by user and send documents to one address. Bates Stamping also supports OCR, PDFA and PDF formats. ID registration is available for easy access. R I C O H U S A, I N C Page 4

8 3 Bates Stamping Non Smart Operation Panel Devices Note: Bates Stamping application is supported only on Ricoh MFPs which have Smart Operation panel. If this application is selected on Non Smart Operation panel devices, following screen is displayed Screen Shot R I C O H U S A, I N C Page 5

9 4 Bates Stamping Smart Operation Panel 4.1 Bates Stamping Smart Operation Panel Screens and Operations This section provides an overview of the Bates Stamping application and its operation on a Smart Operation panel supported devices. Screen Shot Press the ICON on home screen to launch Browser NX application with Integrated Cloud Environment URL. Integrated Environment application portal is displayed. Press on Bates Stamping ICON. R I C O H U S A, I N C Page 6

10 Note: Before scanning a preregistered user need to be selected by pressing Users button. Following Settings are available: 1. Divide Size(MB): Color: Off or On 3. Duplex: Off or On 4. OCR: Off, PDFA, PDF 5. Page Size: Auto, Letter, A4, Legal, 11x17 or A3 Note: 1. Select Size as Auto for all standard sizes recognized by MFP. 2. Use Letter, A4, Legal, A3 or 11x17, if you are scanning non standard sizes like Receipts etc, depending on the size of paper. File Name: Max Chars (32) Home: Return to Main Menu screen [Application List] Users: Pressing this button opens a pop up dialog, which contains list of pre-registered users Bates Stamp: Pressing this button will display bates stamp related settings Scan: Scan documents to File Name: Touch the edit box next to Filename, this will open up softkey board. Enter file name [Max 32 Characters] of the document. If filename is not entered filename with Time stamp and 3 digit random number is created. See Appendix for details. R I C O H U S A, I N C Page 7

11 User Selection Pressing Users button displays the pre-registered users list. Select your user id from this list. Once the user is selected in the previous step, User s address Scan to. R I C O H U S A, I N C Page 8

12 User Registration This Screen is displayed when User list button is pressed in Scan Settings Screen. User can Search registered user in this screen. Register New User & Update User Touch to register a new user Enter required information in this screen R I C O H U S A, I N C Page 9

13 Touching & holding a user for couple of seconds opens up Update User Screen R I C O H U S A, I N C Page 10

14 Divide Size: Court and Divide Size Registration Touching next to Divide Size Edit box will show following list. User can Add/Update this list, which indicates Court Name and associated Divide Size. (Document size accepted by the court) User can Register New Court and Divide Size & also Update current entry in the list Touch to register a new court name and size Enter Court Name and Divide Size and touch Save R I C O H U S A, I N C Page 11

15 Press and hold the item in above list to update R I C O H U S A, I N C Page 12

16 Bates Stamp Settings Touching button will display Bates Stamp related settings. There are three categories of settings: Basic Settings Alignment Settings Font Settings Touch to expand the settings under each category R I C O H U S A, I N C Page 13

17 Basic Settings Description Prefix Bates stamp Prefix (Max: 128 Characters) Suffix Bates stamp suffix (Max: 128 Characters) Counter Start Min: 0 Counter End Should be greater than 1000 from Counter Start R I C O H U S A, I N C Page 14

18 Ver 2.1 Alignment Settings Vertical Horizontal Leading Spaces Trailing Spaces Leading Zero Top/Bottom Margin Left/Right Margin Rotation (Degree) Font Settings Font Family Font Style Details Top [Default] Middle Bottom Left [Default] Center Right Range Default 0 Range Default 0 Unchecked [Default] Checked Range 0 25 Default: 0 Range 0 25 Default: 0 Range Default: 0 Details Courier [Default] Helvetica Times Roman Normal [Default] Bold Italic RICOH USA, INC Page 15

19 Ver 2.1 Font Color Background Color Font Size Border Color Border Width Black [Default] White Red Green Blue Cyan Magenta Yellow Orange Pink Gray Light Gray Dark Gray White [Default] Black Red Green Blue Cyan Magenta Yellow Orange Pink Gray Light Gray Dark Gray Transparent Range Default 10 White [Default] Black Red Green Blue Cyan Magenta Yellow Orange Pink Gray Light Gray Dark Gray Range 0-5 Default: 0 RICOH USA, INC Page 16

20 Ver 2.1 Messages During Scanning [Smart Operation Panel Only] When Scanning is interrupted Device is not ready User has cancelled Scanning RICOH USA, INC Page 17

21 Ver 2.1 Message during scanning from glass Spinner during Scanning Spinner during Uploading scanned image to ICE Server RICOH USA, INC Page 18

22 Ver Appendix 5.1 Scan File Name The Scan File Name by default will have following format: Scan File Format File Name PDF YYYYMMDDHHMMSS_XYZ.pdf YYYYMMDDHHMMSS = Time Stamp based on MFP device XYZ = 3 digit Random Number When Scan file is divided using the Divide Size setting, file names will be as follows File Name Part YYYYMMDDHHMMSS_XYZ(1).pdf 1 YYYYMMDDHHMMSS_XYZ(2).pdf 2 YYYYMMDDHHMMSS_XYZ(3).pdf 3 YYYYMMDDHHMMSS_XYZ(4).pdf 4 Subject line of will be as follows Subject Part from Bates Stamping - YYYYMMDDHHMMSS_XYZ.pdf(1) 1 from Bates Stamping - YYYYMMDDHHMMSS_XYZ.pdf(2) 2 from Bates Stamping - YYYYMMDDHHMMSS_XYZ.pdf(3) 3 from Bates Stamping - YYYYMMDDHHMMSS_XYZ.pdf(4) 4 Note: If the user enters a File Name in the scan settings screen, YYYYMMDDHHMMSS_XYZ will be replaced by user entered name. RICOH USA, INC Page 19

23 Ver Messages related to Scanning Messages During Scanning [Smart Operation Panel Only] Screenshots show some of the messages during scanning. When Scanning is interrupted Device is not ready User has cancelled Scanning RICOH USA, INC Page 20

24 Ver 2.1 Message during scanning from glass RICOH USA, INC Page 21

25 Ver Bates Stamping Application Limitations 1. When performing OCR and uploading the file to the external service, the job is run in the background on the application server. There is no feedback to the user on MFP panel with respect to completion or failure. During the Scan operation on the MFP user gets notification only related to the transfer of the scanned image from the MFP to the application server. 2. Size of the file can be larger than the Divide Size, if a single page size exceeds Divide Size. 3. Maximum Scan File Size supported is 200MB, if scan document size exceeds 200MB, scan job will fail to deliver to end user s address. 4. There is a OCR job process timeout limit of 30 Mins, if OCR process takes more than 30 Mins to convert scan document to Searchable PDF/PDFA, scan job will fail to deliver to end user s address. 5. Maximum size of outgoing attachment is 50MB. If a scan job exceeds 50MB and not divided, sending will fail. Note: Attachment size allowed may be smaller than 50MB depending on the recipient service. RICOH USA, INC Page 22

26 Ver Notes: Please use this page, and the following page, for future reference information. RICOH USA, INC Page 23

27 Ver 2.1 RICOH USA, INC Page 24